Billing Operations Specialist

Title: Ops Professional (for Billing Function)

Location: New York, NY (4 Days Onsite)

Job Description:

We are seeking a highly skilled and detail-oriented Senior Billing Specialist with extensive experience in the Asset Management industry. The role requires deep expertise in managing end-to-end billing cycles, including fee calculation, AUM data aggregation, reconciliation, and invoice generation across a variety of fund structures and distribution channels. The ideal candidate has hands-on experience with advanced billing tools, custodial platforms, and reporting systems, and can seamlessly translate complex fee arrangements into accurate billing outputs.

This individual will play a critical role in strengthening our billing governance framework, enhancing automation, reducing revenue leakage, and ensuring timely and error-free invoicing for institutional, intermediary, and private wealth clients.

End-to-End Billing Management

• Lead the monthly, quarterly, and annual billing cycles across mutual funds, SMAs, hedge funds, and private equity vehicles.
• Review and calculate management fees, admin fees, performance fees, breakpoints, and waterfall structures.
• Maintain and update client-specific billing instructions, fee schedules, side letters, and negotiated terms.

Data Management & Reconciliation

• Aggregate AUM/holdings data from multiple custodians (LPL, Schwab, Fidelity, Pershing, etc.) and ensure consistency with internal systems.
• Perform in-depth reconciliations between:
  • Custodian feeds
  • Internal books & records
  • Pricing & NAV systems
  • CRM/contract repositories
• Identify and resolve discrepancies proactively to ensure accurate billing outputs.

Billing System Operations

• Operate and enhance workflows in billing engines such as:
  • Revport
  • Eagle/Advent APX Billing
  • Salesforce (contract modules)
  • Workday Financials or Oracle/NetSuite billing modules
• Configure rules, rate cards, fee tiers, client hierarchies, and exception logic in the billing platform.
• Partner with technology teams to drive automation and reduce manual touchpoints.

Invoice & Reporting

• Generate, validate, and deliver invoices for institutional clients, distributors, wealth platforms, and sub-advisory relationships.
• Coordinate with finance on revenue recognition and ensure alignment with GAAP and internal controls.
• Maintain dashboards and MIS covering billed revenue, accruals, write-offs, and client-level profitability.
• Process Governance & Client Interaction
• Serve as the subject-matter expert for billing queries from clients, auditors, relationship managers, and compliance.
• Enhance billing policies, documentation, SOPs, checklists, and control frameworks.
• Contribute to continuous improvement initiatives, including workflow redesign and automation using tools like Power BI, Alteryx, Tableau, or Python-based scripts.

Qualifications & Skills

Mandatory Experience

• 8+ years in a billing or revenue operations role within an Asset Management, Wealth Management, or Fund Administration organization.
• Strong understanding of fund structures, AUM feeds, custodial platforms, and fee mechanics.
• Technical & Tool Proficiency
• Experience working with at least one major billing system (Revport, APX Billing, Workday, Oracle, SAP, or custodian billing engines).
• Familiarity with data extract and reconciliation tools:
  • Alteryx
  • Power BI / Tableau
  • Excel (advanced macros, pivoting, lookups, modeling)
• Experience with document management or contract systems (e.g., Salesforce, SharePoint).
• Functional Expertise
• In-depth understanding of investment products (equity, fixed income, alternatives, SMAs, model portfolios, multi-asset funds)
• Strong command of fee structures: standard management fees, tiered breakpoints, performance fees, incentive fees, hurdle rates, distribution fees, platform fees, and negotiated institutional terms.
• Knowledge of billing-related controls, audit trails, and compliance requirements.

Soft Skills

• Exceptional attention to detail and accuracy in a high-stakes financial environment.
• Strong analytical and problem-solving mindset.
• Ability to communicate clearly with internal teams, tech partners, auditors, and high-value clients.
• Ownership mindset with ability to thrive in fast-paced, deadline-driven environments.

Preferred Experience (Nice to Have)

• Background in hedge fund or private equity fee calculations.
• Exposure to custodial billing for platforms.
• Experience in revenue assurance or fee leakage analysis.
• Prior involvement in migration or system-implementation projects for billing engines.